Timesheets Right Side of Data Entry Grid

Whether the rate can be modified is based on the Modify checkbox in the User-Defined Rates group box in the Basic Information tab in the employee's Timesheet Classes screen.

If you are a supervisor viewing your employee's rates your functional role must have the View checkbox selected in the Rate1 section of the Timesheet Rights tab in order to see the employee's rate. The Modify checkbox must be selected in order to modify the employee's rate.

Enter a rate if you do not want to use the default rate. You will need to select the Calculate pushbutton to recalculate the amount.

Note: You will not be able to change the rate if your timesheet is displaying prorated hours or is read-only. Showing prorated hours is based on the Entered/Prorated toggle at the top of the timesheet if your system is configured to prorate hours and the timesheet has been signed.

This non-editable field displays the calculated amount for the provided rate.

The label for this row is the label provided in the User-Defined Rates group box in the Miscellaneous tab of the Time Configuration screen.

You can modify the rate if the Modify checkbox is selected in the User-Defined Rates group box in the Basic Information tab of the employee's Timesheet Classes screen.

If you are a supervisor viewing your employee's rates, your functional role must have the View checkbox selected in the Rate1 section of the Timesheet Rights tab before you can see the employee's rate. The Modify checkbox must be selected in order for you modify the employee's rate.

Enter a rate if you do not want to use the default rate. You will need to select the Calculate pushbutton to recalculate the amount.

Note: You will not be able to change the rate if your timesheet (or employee's timesheet if you are a supervisor) is displaying prorated hours or is read-only. If your system has been configured for hour proration and the timesheet has been signed, the timesheet will display the prorated hours if you have appropriately set the Entered/Prorated toggle at the top of the timesheet.

This non-editable field displays the calculated amount for the provided rate.

The Calculate pushbutton will display if the Labor Rate table is displayed. It will remain disabled until a rate is changed. If you change a rate, select the Calculate pushbutton to recalculate and display the new amount. When the calculation completes the Calculate pushbutton will become disabled.

Select the OK pushbutton to save the text you have entered for the cell comment and any rate/amount changes.

Note: If the hour cell is read-only and you are reviewing an existing cell comment, the OK and Cancel pushbuttons will be replaced with a Close pushbutton.

Select the Cancel pushbutton to close the Cell Comments dialog.

Note: If the hour cell is read-only and you are reviewing an existing cell comment, the OK and Cancel pushbuttons will be replaced with a Close pushbutton.

Select the date you wish to use from the drop-down box. You can select the date of the hours column where the Clock icon was selected or the same date minus one day.

Select the date you wish to use from the drop-down box. You can select the date of the hours column where the Clock icon was selected or the same date plus one day.

Enter the number of hours between the Time In and Time Out hours that are considered non-work hours. The default for a new record is "0.00."

Enter the time you started working in an hour and minutes format. Select the appropriate "AM" or "PM" from the drop-down box to the right of the Time In field. The valid hours are "01" to "12," and the valid minutes are "00" to "59." If you do not enter valid hours/minutes, the system will display an error message when you select the OK pushbutton.

The default value that displays on a new record is the Default Time In value designated by the timesheet's work schedule.

Enter the time you went for lunch in an hour and minutes format. Select the appropriate "AM" or "PM" from the drop-down box to the right of the Lunch Start field. The valid hours are "01" to "12," and the valid minutes are "00" to "59." If you do not enter valid hours/minutes, the system will display an error message when you select the OK pushbutton.

Enter the time you returned from lunch in an hour and minutes format. Select the appropriate "AM" or "PM" from the drop-down box to the right of the Lunch End field. The valid hours are "01" to "12," and the valid minutes are "00" to "59." If you do not enter valid hours/minutes, the system will display an error message when you select the OK pushbutton.

Enter the time you stopped working in an hour and minutes format. Select the appropriate "AM" or "PM" from the drop-down box to the right of the Time Out field. The valid hours are "01" to "12," and the valid minutes are "00" to "59." If you do not enter valid hours/minutes, the system will display an error message when you select the OK pushbutton.

The default value that displays on a new record is the Default Time Out value designated by the timesheet's work schedule.

The system calculates this field by subtracting Time In from Time Out. It represents the gross number of hours.

The system calculates this field by subtracting Lunch Start from Lunch End. It is the total number of hours taken for lunch.

Use this field to record the number hours taken for breaks. This should NOT include lunch hours.

Enter the number of hours (besides the hours between the Time In and Time Out hours) that are off-site hours. These hours will not be included in the time in/out calculation. The default for a new record is "0.00."

This field displays the total number of hours you should record for the day on the timesheet grid.

Enter up to 254 characters for comments for the day.

Select the OK pushbutton to validate the Time In/Out times and to close the dialog. The database will be updated with the Time In/Out information when you save the timesheet.

If the timesheet is read-only, a Close pushbutton will be available in place of the OK and Cancel pushbuttons.

Select the Cancel pushbutton to close the dialog without saving any Time In/Out information.

The line and day totals are displayed at the end of each line or column and are automatically updated as changes are made.

Right Side of Data Entry Grid

The right side of the timesheet screen contains the hours charged for each day, charge totals, and any entered cell comments.

Hours Grid

The Hours Grid is a scrollable table that displays the hours charged. You can adjust the number of days displayed by moving the splitter bar to the right or left. To see additional days, use the scroll bar to adjust the display. You can have up to 31 Hours columns. The number of columns displayed depends on your timesheet schedule.

If your employee timesheet class has the Time In/Out feature enabled, a Clock icon will appear in the upper right section of each hour's column. Click on the Clock icon to open a Time In/Out dialog where you can enter information pertaining to the day. See the "Time In/Out" section for more details.

If your employee timesheet class has the Prorate Hours at Signature feature enabled, hours will display as either Entered or Prorated based on the toggle button at the top of the screen. See the Hour Proration special topic for more information.

If you have entered cell comments in an hour cell, the Cell Comment icon will also appear in the cell. If you enter into an hours cell that does not already have a cell comment, the Cell Comment icon will display so you can add a comment. See the "Cell Comments" section for more details.

You will not be able to select an hours cell if you are in the middle of adding a timesheet line that is incomplete. If this occurs, the system will display the following error message: "The timesheet line is incomplete. Please provide required information or reset line."

The background color of an hours cell is determined by the type of day set up in the employee's work schedule.

The foreground color of an hours cell depends on whether it is a rejected or processed cell.

The number of decimal positions that is displayed depends on what the System Administrator set up in the Timesheet Classes screen. It will be one of the following:

In addition to using the mouse to move around in the hours grid, you can use the following keyboard keys:

UDT10 Summary

The total hours value displayed in the bottom right corner of the timesheet grid contains a hyperlink. When you select it, the system displays a dialog summarizing the total hours by UDT10.

Cell Comments

To add or edit an existing cell comment, select the Cell Comment icon within the hour cell. The Cell Comments dialog will appear.

The line number and column date will also appear in the dialog heading. Enter the information you want to add, or edit the information already in the body of the cell comment dialog. You can enter up to 4,000 characters. Select OK to save the comment.

Labor Rate Table

This table will display if your system is configured to use either one or both of the user-defined rates (determined by the User-Defined Rates group box in the Miscellaneous tab in the Time Configuration screen). The employee's timesheet class must also have the View checkbox selected. If only one rate is being used and is viewable, only one rate will display in the table. See the "Labor Costing" special topic for more information.

Time In/Out

To bring up the Time In/Out dialog, select the Clock icon in the upper right section of each hour's column. The Clock icon is displayed only if your timesheet class is configured for Time In/Out in the Basic Information tab of the Timesheet Classes screen. If the timesheet is non-editable and Time In/Out is activated, you can still view the Time In/Out dialog, but the fields will be disabled.